Efficiency of new recruit integration in teleworking depends on the preparations of the company

Even during lockdown, the information technology sector has been actively recruiting new employees. What measures should be taken to make the introduction of a new recruit truly successful and as easy as possible for HR specialists during the pandemic?

Baltic Amadeus is planning to recruit a staggering 12 new team members in the first month of 2021, who will be introduced to the community via remote channels. Rookie Sprint is the name the company has given this newcomer introduction period, when the necessary knowledge will need to be conveyed and the new employees integrated with their teams in a clear, effective and simple manner. Darius Dužinskas, Chief People & Marketing Officer at Baltic Amadeus, shared his experience of the most effective ways to integrate these new recruits. 

1. Token relay baton for a successful start

Plato was absolutely right when he so famously said: “The beginning is the most important part of the work.” That is why you should take the first steps even before the work officially starts. A new recruit needs to be shown that they are welcome and appreciated as a key part of the team, and that the company intends to take them on and ensure that their working life is successful.

We use symbolism by inviting our new recruits to take part in… a relay race. Before their starting day, every new recruit is given a token ‘relay baton’ to take home. Inside the baton is the rookie’s sprint number, a T-shirt and all of the information needed for their first day at work: starting date and time, plan for Day One and congratulations from the whole team on their new position. After all, the relay race relies on teamwork!

2. Clear instructions and opportunities to ask questions

You need to understand that, when taking on a new role, there are always more questions than answers. Veteran employees take many things for granted that may appear scary to new recruits. The best approach is to make a clear and comprehensible list of the targets and tasks for the next few weeks, then provide contact details of the people who will help whenever some assistance is required.

For instance, at the start of their first official working day, our rookies receive a letter congratulating them on the arrival, with clear and detailed instruction about the stages of their integration into the team, their tasks for the trial period ahead, people they should get to know and things to read, and so on.

3. Getting to know the team informally

Informal communication is the key to team interactions, yet this can pose some challenges when it is being done over a distance. Therefore, human resources specialists must be available to help people get to know their colleagues, arrange additional meetings and create the right conditions for informal communication within a team.

Our company draws up a socialisation plan for our new recruits, which runs for a period of 3 months. This allows our new colleagues to get to know their important team members and to build long-distance connections with their colleagues. It also means that every new recruit already has meetings with various people scheduled on their calendar, enabling them to learn about the different facets and angles of the company.

4. Rookie Day – time to give the floor to the new recruits

The concept of a ‘Rookie Day’ is nothing new. Many companies use this day as a tool for training new employees about their values, structure and operating procedures. However, this format leaves no space for self-expression among the new recruits. It is also very important to create conditions for new team members to talk, ask questions, and show their strengths and preferences. Instead of a monologue delivered by a human resources specialist or manager, it’s much more effective to engaging and creative dialogue.

5. Treat new recruits as capable in professional matters

It is also important to understand and to recognise that the new recruit becomes a full-fledged team member from Day One. They should be assigned responsibilities and shown trust from their very first steps. Ideas, creativity and performance do not have a trial period, which is why you should not be reminding the new employee that their trial period is not over yet. When allocating tasks, do not differentiate new recruits simply because they have just joined the team: the more trust you show, the more self-confidence that employee will have.  

Remembering that adapting to the workplace and getting to know fellow members of the company is a challenge faced by every new recruit, but it is an important thing to do even during the pandemic. To achieve the best results, the most important thing is not to abandon the new employees on their first day in the office, and to help each recruit feel like they are an important part of the team – a unique person that others find interesting and who is working to create value for the company as a whole – as quickly as possible.